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Cancellation Fee

To charge a guest a cancellation fee on a reservation.

  1. Open an existing reservation from the Reservation F5 browse screen.

  2. Press Deposits button.

  3. Press Insert.

  4. If there is not a deposit, post a payment for the amount of the cancellation fee. Use the credit card used to hold the reservation.

Note: When posting any type of charge against a deposit, you must always process the payment before processing the charge when on the deposits screen.

  1. Press Insert again.

  2. Enter Cancellation fee using account code 420 for same amount entered above. Then press Close.

  3. Press the Cancel Reservation button at the bottom of the reservation window. You will then be asked to select a cancellation Type. You can choose from Cancel Reservation (Assigned rooms will be released) or Bill as No-Show (Reservation will be cancelled and billed).

If the guest already has a deposit, you can just Insert account code 420 (Deposits Forfeited/No shows) for the amount of the cancellation and then process a refund against the balance.

Example of a cancellation fee with a remaining balance for a refund:

  1. Two months ago, a guest made a reservation and sent a check (201) for $200.00. The deposits window should show a credit of $200.00 from the deposit entered at that time.

  2. A week before arriving the guest cancels the reservation and is advised they will be charged a $50 cancellation fee. Press Insert and use account code 420 to post the $50 cancellation fee. This will bring the balance to -$150.00 (A credit balance of $150.00).

  3. Process the refund using account code 600 - Refund due by Accounting to have a check for the remaining $150.00 to sent back to the guest.

Note: If the original deposit is made with a credit card, use the appropriate credit card refund account code to post the refund to the guests credit card.